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Receive/Unreceive a Purchase Order

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Prerequisites

Please review the Create a Purchase Order article.

Overview

Receiving a purchase order is performed when a product arrives at a company warehouse so the Accounting Seed application has a record of the:

  • Product being purchased and added to company inventory. 
  • Storage location (warehouse name and location within the warehouse).

The purpose of unreceiving a purchase order is to correct details on the purchase order or the Purchase Order Inventory Movement (created when the Purchase Order was received), for example, incorrect price, date, quantity, or storage location.

There is no method for editing the details of a Purchase Order. If anything needs correcting, the product must be unreceived at which point incorrect information can be corrected and then it can be received again. 

Important: A user-defined posting status should not be created or assigned as a default status on any Inventory Movement objects. This will interfere with the posting of these records.

Note: With the Hibiscus Fall 2019 release, Receiving a Purchase Order with a negative unit cost is now prevented.

Do you want to:

Receive a Purchase Order

  1. Navigate to Accounting Home and click the Create Entries tab. Then, under the Orders menu, click Purchase Orders.
  2. Select a list view (other than the Recently list view). 
  3. From the Purchase Order list view, select the Purchase order that you want to receive.
  4. Click Receive in the right upper corner (depending on the page layout, the buttons may be visible or in a drop-down list).

    The Purchase Order screen displays the Purchase Order Receive details.

    PO_00a.png
    Note: Click here to view the above image in full screen. 

  5. Use the dropdown lists to identify and specify which Warehouse and Location will be designated to store the item.

  6. For Quantity All, selecting Yes selects all items on the Purchase Order to be received. To specify a lesser number of items to be received, enter a number in the blank.

    Note: A Purchase Order can be over-received if the “Prevent Over Receive” validation rule on the Purchase Order Line object has been disabled for your org (organization). Once the validation rule has been disabled, the overage should be included on the initial Purchase Order Receive intermediate screen, as the PO Line, once it has been fully received, will no longer be available on the Receive screen. The sample screen below shows 12 items being received instead of 10.

    Note: If the quantity is over-received, the Purchase Order Inventory Movement (PIM) will use the Unit Cost from the Purchase Order for the over-received quantity. If the quantity over-received’s Unit Cost is different, the PO Line will need to be adjusted.

    PO_01.png
    Note: Click here to view the above image in full screen. 

  7. The Receive Date defaults to today. Adjust the date, if necessary. Then  click Save & Refresh or Save & Complete.

    From the Purchase Order screen, review the Purchase Order Line related list to see the Quantity Received/Unreceived information.

    PO_02.png
    Note: Click here to view the above image in full screen. 

    Note: If the quantity was over-received, the Quantity Unreceived column on the Purchase Order Line will be a negative number.

Note: Receiving product (clicking Receive) triggers two (2) actions:

  1. Creates a Purchase Order Inventory Movement that records the quantity received. 

    Rec-unr-Purchase-Order-Inventory-Movement.png

  2. Creates accounting entries to the general ledger. This can be viewed on the Transaction Related list of the Purchase Order Inventory Movement.
    Debit  Inventory
    Credit  Vouchers payable

Rec-Unrec-transactions.png

Note: A user can scan bar codes for a serialized item by navigating to the Purchase Order Line received and clicking the scan button. Using a bar code scanner, record the serial numbers of each item received.

Return to top

Unreceive a Purchase Order

Unreceiving a purchase order is performed by deleting the applicable Purchase Order Inventory Movement.

    1. Click the Purchase Order Line of the product to be unreceived.

      Rec-Unrec-Purchase-Order-Line.png

    2. Click the Related tab to display the Purchase Order Inventory Movement record.

      Rec-Unrec-a-PO-clicktheRelatedtoabtodisplayPOIM.png

    3. In the Related list, identify the item to unreceive and click Delete .
      1. When Inventory Movements are deleted they are now automatically emptied from the Recycle Bin as a safeguard, preventing users from undeleting them.
      Rec-Unr-DELETE.png
    4. Upon deletion, two (2) actions are triggered:
      1. The Purchase Order Inventory Movements list is adjusted and the system provides a confirmation message.

        Rec-Unr-PO-deleted-message-quantity-0.png
      1. The transactions recorded to receive the product are removed/undone.

Return to top

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Release Notes and Schedule

  • With the Magnolia - Home release a Purchase Order can be over-received if the “Prevent Over Receive” validation rule on the Purchase Order Line object has been disabled for your org (organization). Once the validation rule has been disabled, the overage must be included on the initial Purchase Order in the Purchase Order Receive intermediate screen.

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Release Notes and Schedule

  • The Purchase Order Receive intermediate screen is available in the Lightning UI. 

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